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1 AGLG September 20, 2018 AGLG Update IIA – Vancouver Island Chapter, Victoria ACCESSIBILITY INDEPENDENCE TRANSPARENCY PERFORMANCE
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AGLGSeptember 20, 2018
A G L G U p d a t e
IIA – Vancouver Island Chapter, Victoria
ACCESSIBILITY INDEPENDENCE TRANSPARENCY PERFORMANCE
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PRESENTATION OUTLINE
MANDATE AND PURPOSE OF AGLGVision and Our CommitmentWork to date – Things we foundCurrent Audit Topics
Emergency Management and Business ContinuityLearnings to date
Clean Drinking WaterLearnings to date
Future Audit work
Questions?
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AGLG ACT ENABLES THE OFFICE
MandateConduct performance audits of local government operations
Potential Auditees
161 municipalities, 27 regional districts, and 2 greater boards
Purpose
Provide local governments with objective information and
relevant advice that will assist them in their accountability to
their communities for the stewardship of public assets and the
achievement of value for money in their operations
PracticesConduct audits according to CPA Canada assurance standards
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GOVERNANCE
Oversight by Audit CouncilAdvisorsProvide input and guidanceCurrently five members with diverse backgroundsCompletes performance review of AGLG
AGLG ActAuthority Substantive Autonomy from Government
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VISION AND OUR COMMITMENT
TO BE A VALUABLE RESOURCE FOR LOCAL
GOVERNMENTS AND OTHER STAKEHOLDERS
TO WORK COLLABORATIVELY WITH LOCAL GOVERNMENTS
OUR VISION
OUR COMMITMENT
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REPORTING
Achieving Value for Money in Operational ProcurementCity of RevelstokeRegional District of Fraser-Fort GeorgeDistrict of West VancouverComox Valley Regional DistrictCity of VernonCorporation of DeltaEmergency Management in Local GovernmentsTown of SidneyLearnings from Local Government Capital Procurement Projects and Asset Management ProgramsCity of CranbrookCity of Campbell RiverDistrict of North VancouverCity of Dawson CreekDistrict of SecheltCity of Rossland (Part 1 of 2)City of Rossland (Part 2 of 2)Local Government Performance in Managing Policing Agreements and Police Budget OversightCity of Williams LakeCity of New WestminsterCity of Port AlberniCity of MerrittCity of SurreyLocal Government's Role in Ensuring Clean Drinking WaterCity of KelownaRegional District of Okanagan-SimilkameenManaging the Inherent Risks of Limited Human Resources within Small Local GovernmentsDistrict of TofinoDistrict of Port EdwardCity of FernieCity of NelsonDistrict of SquamishPerspective Series BookletsImproving Local Government Emergency ManagementImproving Local GovernmentProcurement ProcessesPolicing Services Performance AssessmentAsset Management for Local GovernmentsOversight of Capital Project Planning & Procurement
OUR REPORTS
IN PROGRESS• Drinking Water Perspective Series Booklet s• Water - Performance Audit Township of Langley• Emergency Management – Capital Regional District• Emergency Management- District of Mission
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Gaps in policies & procedures.
Improvements needed in conflict of interest policies.
Lack of reporting on key performance indicators.
Efforts to obtain best value were demonstrated in all local governments, but to varying degrees.
Reasonable levels of understanding/awareness of the 2012 Municipal Police UnitAgreement or the Police Act in 4 of 5 LocalGovernments (LG’s).
Opportunities exist to strengthen planning,priority setting & performance measurementin all 5 LG’s.
Cost containment opportunities for all 5LG’s.
Good communication & positive workingrelationships between LG’s and PoliceServices.
OPERATIONAL PROCUREMENT POLICING OVERSIGHT
THINGS WE FOUND…
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THINGS WE FOUND…
Opportunities to improve oversight & information for decision-making (3 of 5 LG’s) with regard to capital project risks, financing and delegation of authority.
Business case including capital needs, alternatives and risks for significant projects (3 of 5 LG’s).
Recommendations on developing systematic approach to capital planning asset management, including an organization-wide capital asset management plan and long-term (>5 years) financial planning for capital investments (2 of 5 LG’s).
Opportunities in 3 LG’s to develop a plan to ensure the availability of adequately trained staff to direct & undertake asset management activities.
CAPITAL PROCUREMENT/ASSET MANAGEMENT
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THINGS WE FOUND…
HR Planning
longer range planning needed
develop succession plans for mission critical roles
Update job descriptions
HR Management
add more structure to HR practices
ensure occupational health and safety program compliance
promote conflict of interest awareness and understanding
improve documentation practices
HR Administration
review policies and procedures and address key gaps and accessible to staff
identify a few, meaningful HR indicators and use them to enhance HR practices
INHERENT HR RISKS WITHIN SMALL LOCAL GOVERNMENTS
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AGLG NOW AUDITING TWO TOPICS
Drinking Water: Local Government’s Role in Ensuring Clean Drinking Water
o RDOS - completedo City of Kelowna – completedo Township of Langley - underwayo Anticipate booklets on this topic – anticipate release shortly
Emergency Preparedness & Business Continuity: Emergency
Management in Local Governments
o Town of Sidney - completedo Capital Regional District – release expected shortlyo District of Mission & Fraser Valley Regional District – started/plannedo Emergency Management Perspectives booklet – completed
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During our audit work, we learned that local governments face some of these challenges:
o Lack a strategic approach to emergency management and organization-wide business continuity planning
o Did not regularly update, test or make their water system emergency response plans available to staff
o Did not have business continuity planning completed for critical services including drinking water
o Focus on some aspects of emergency management, but with little emphasis on recovery and resilience
o Lack knowledge of procedures or roles and responsibilities of various parties involved
o Do not recognize the impact of emergencies and recovery on other vital systems (e.g. IT) and impact on critical services like drinking water
EMERGENCY MANAGEMENT PERSPECTIVES BOOKLET
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A snapshot of the contents…
EMERGENCY MANAGEMENT PERSPECTIVES BOOKLET – HIGHLIGHTS
Resilient Programs and Plans
Importance of Training Staff & Testing Plans
Leverage Financial Resources
Resilience in Communities
Roles & Responsibilities
Integration & Inter-agency Relationships
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LOCAL GOVERNMENT'S ROLE IN ENSURING CLEAN DRINKING WATER
Why this topic?o The well-being of every British Columbian— and every B.C.
community—depends on access to clean drinking water
o For many of us our local government provides our drinking water
o 2016 Engagement/Audit Planning process also identified this as an area of risk and an audit topic of value
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AGLG DRINKING WATER AUDITS IN THE MEDIA
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LOCAL GOVERNMENTS ROLE IN ENSURING CLEAN DRINKING WATER
Develop an asset management system to enable decisions based on asset conditions, full lifecycle costing and risk analysis
Consider a full cost recovery approach for water services
Introduce a performance management system
Complete business continuity planning for critical services
Ensure emergency response plans are updated regularly and tested
Develop a water conservation policy/demand management strategy and ensure alignment with bylaws and compliance process
Implement a formal routine maintenance and inspection program
Improve on source water protection planning and mitigation
SUMMARY OF RECOMMENDATIONS SO FAR…
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AUDIT TOPICS 2018 FORWARD
Potential Future Topics:
Asset Management and Project Management Fire Protection Services Liquid Waste and Sewage TreatmentHousing Development, Affordable Housing and HomelessnessPublic Consultation and EngagementProcurement, Contract Management and Shared Services
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QUESTIONS?
The AGLG welcomes your feedback and comments.
WEB: www.aglg.caEMAIL: [email protected]: 604-930-7100FAX: 604-930-7128MAIL: 201-10470 152nd Street Surrey BC V3R 0Y3
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